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LD 08 ALQP District Management Qualification Passport Feb 2015 of 25


District Management

Qualification Passport

Contents

1. Summary of GGA District Management Qualification 3

2. Your Support Network… … … … … … … … … … … … … … 4

3. Steps to gain your District Management Qualification 5

4. Induction … … … … … … … … … … … … … … …… … … … … 7

5. Learning Plan and Record … … … … … … … … … … … … 9

6. District Management Qualification Modules … … … … 11

6.1 Leading Guiding … … … … ... … … … … … … … … 11

6.2 Leading your Team … … … … … …. … … … … … 13

6.3 Minimising Operational Risk … … … … … … … … 15

6.4 Managing Administration… … … … … … … … … 17

6.5 Building for the Future … … … … … … … … … … 20

6.6 Being Involved with Guide Units … … … … … … 22

7. Finalising your Management Qualification … … … … … 24

Qualification and Appointment form … … … … … … 25

Girl Guides Australia Suite 103, Level 1, 100 William Street, Woolloomooloo NSW 2011 www.girlguides.org.au ALQP District Management Qualification Passport First published in 2013 by Girl Guides Australia Edition 3 - February 2015 Key Contact: GGA Learning & Development Manager Copyright © Girl Guides Australia This work is copyright. Apart from any use as permitted under the Copyright act 1968, no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means without written permission by the copyright holder.

http://www.girlguides.org.au/


Section 1: Summary of GGA District Management Qualification THis Girl Guides Australia Qualification for both Assistant District Managers and District Managers consists of six modules, see summary below. The Being Involved with Guide Units module is only for Managers who have not previously held an Australian Girl Guide appointment. Managers with Guide leadership experience should be able to complete the Management Qualification within six months.

District Management Qualification Passport – sets out the full requirements for the Qualification and records any relevant experience and / or qualifications, as well as progress. Depending on previous experience and / or qualifications it is possible to gain exemption from some of the requirements.

Learning Partner – a qualified Manager who designs a tailored learning plan for the new Manager and provides guidance on completing learning activities.

Induction – comprises meeting with Region Manager, meeting with Learning Partner, meeting with previous District Manager and Induction to meeting place/s, leadership team and support group/s.

Learning activities – replicate the main management tasks, and can be completed in any order. Many activities in the Passport are signed-off by the new District Manager herself, but some are signed-off by her Region Manager, Learning Partner or other qualified Leaders and Managers.

Management Qualification training course – has two components: a one-day training, Becoming a Manager, ideally at the beginning of the qualification period, and a second one-day training, Leading Volunteers, ideally towards the end of the qualification period.

First Aid training – ‘Provide Basic Emergency Life Support’ – theory only. Can be completed online.

Guiding Orientation webinar – for those Managers new to Guiding. Delivered nationally.

Completion of Qualification – Learning Partner signs-off that new Manager has completed Passport and Region Manager confirms.

Interim Review – after 6 months with the Region Manager to provide further guidance as needed.

Modules Reading Training Summary of Learning Activities

Leading Guiding

Meeting minutes / notes

Region or State training course, workshop or update

MQ training – Leading Guiding

7 activities: attend 2 District events, attend Support Group meeting and Region meeting, review State Office “who’s who”, use SGGO website to obtain information, chair 2 District meetings, discuss formation of a Support Group

Leading your Team

ALQP Passport Guidance Notes

Leader records

Two Management Skills Learning Topics

MQ training – Leading Your Team

6 activities: speak with 2 Leaders, incorporate Promise and Law in meetings, contact 6 parents, recognise Leaders, contact 2 District Managers, develop Learning Logs

Minimising Operational Risk

Guide Lines

Risk Management Policy & Procedures

MQ training – Minimising Operational Risk

‘Provide Basic Emergency Life Support’ HLTAID002 - theory only

3 activities: review risk management forms, review how social media is used in District, review District accident or incident notifications

Managing Administration

SGGO admin manual

MQ training – Managing Administration

MQ training – Property Management

MQ training – Financial Management

8 activities: access SGGO database and reports, establish filing system, review forms, complete correspondence and financial responsibilities for three months, review audit requirements, review District budget, identify any property issues

Building for the Future

Access local Council websites

MQ training – Building for the Future

5 activities: undertake promotional event, represent Guiding at a community activity, create 12 month event calendar, discuss leadership opportunities with parents, discuss membership trends

Being Involved with Guide Units

Leader’s Handbook

Guiding Orientation

MQ training – Being Involved with Guide Units

6 activities: access WAGGGS website, participate in 2 ceremonies, attend a Promise ceremony, take part in girl recognition, discuss girls’ developmental stages, visit 2 Units


Section 2: Your Support Network As you proceed in your Management Qualification journey, there are many people who can offer you support. You can write their contact details in the boxes below.

Region Manager Your Region Manager leads Guiding in your Region and you are responsible to her. You will meet with her at the beginning of the qualification process and at the end she will confirm you have met the requirements for Qualification. She will involve you in Region events and ensure you have all the information you need to perform your role. She is also responsible for signing-off many of the activities in the Passport. Contact details:

Learning Partner

Your Learning Partner is an experienced Manager who will guide you through the qualification process. The Learning Partner is appointed by the Region Manager and is part of your Region team. She has undertaken specialist training to perform this role. Her responsibilities include offering advice on what activities will meet the requirements for the Passport as well as helping you to overcome any difficulties you might experience whilst working through the Passport. Your Learning Partner is your first point of call for queries on your learning. Contact details:

Previous District Manager:

Assistant District Manager:

Assistant District Manager:

Support Group President / Chairperson:

Region training personnel:

Neighbouring District Manager:

Neighbouring District Manager:

Trefoil Guilds:

Other:


Other:

Section 3: Steps to gain your Management Qualification

This Passport is designed to help you achieve the Management Qualification for District Managers and Assistant District Managers. If you are already a qualified District Manager transferring from another State / Territory, you will need to meet the relevant Working with Children or Police Checks for your new State. You also need to complete the Induction form (Section 4) and Qualification and Appointment Form (Section 7) but otherwise you do not need to complete this Passport.

Apply to become a District Manager

1. Helpful information, including the Guiding for Adults leaflet, is available on the GGA website http://www.girlguides.org.au/get-involved/as-a-leader.html. You may also be able to get a copy of this leaflet from your State Office. Take the opportunity to talk to any Guide Leaders / Managers you know.

2. The next step is normally to meet informally with your Region Manager so together you can explore the roles that interest you and your level of commitment.

3. To become a Manager you will need to complete an application for membership and the forms needed to meet the legal and regulatory Working with Children and / or Police Check requirements for your State or Territory. Your Region Manager will give you the appropriate paperwork and tell you where to send your completed application. The application form is also available on your State website to download.

4. The State Office will send you an information pack. Your Region Manager will help you to obtain a copy of the Leader’s Handbook from the State Office. The Leader’s Handbook has a useful glossary of terms to help you understand Guide jargon.

Complete Induction (Section 4)

5. The first part of your Induction is your meeting with your Region Manager. The Region Manager will set out the requirements of your leadership role, ask you to agree to the Code of Conduct, arrange for a local Induction and appoint a Learning Partner for you. (In some States, the Code of Conduct can be agreed to online or you can sign a form that the Region Manager will send to State Office).

6. Record the contact details of the key people who can support you in Section 2.

7. If possible, meet with the previous District Manager who will pass on relevant records and discuss any important issues.

8. Visit the Guide Unit/s in your District and meet with your Unit leadership team/s.

9. Complete the Induction checklist in Section 4, ensure it is signed as needed and arrange for your Region Manager to scan / copy the page and send to your State Office. You are able to start the Module reading and activities before the Induction stage is complete.

Design Learning Plan & Record with Learning Partner (Section 5)

10. Meet with your Learning Partner and review any previous Guiding experience and any professional skills or qualifications that may give you exemption from some aspects of the training or required activities. Your Learning Partner will sign the module boxes where you have recognition of prior learning. If you have previously held a Leadership position or been appointed as a Region Manager, you do not need to complete Module 6: Being Involved with Guide Units.

11. Complete Section 5: the Learning Plan & Record. Identify the dates of any training sessions you need to attend, the dates of meetings or events where you could complete activities and the provisional dates of catch-up

http://www.girlguides.org.au/get-involved/as-a-leader.html


meetings with your Learning Partner (which can be in person, online or on the phone). Ask your Learning Partner how to register for a training course.

12. Review what you have done in Guiding in the last three years and see if you have already completed some of the required activities. Note these in your Passport.

13. Review the learning activities and discuss with your Learning Partner which ones might be best to start first. Also discuss whether any alternative activities are required.

Undertake Management Qualification training and activities (Section 6)

14. The modules and activities should be completed in the order that makes best use of learning opportunities as they arise. You DO NOT need to work through them in the order they are presented. You can complete activities before Induction is completed.

15. Participate in the Girl Guides Australia (GGA) Management Qualification training courses: Management Skills, Property Management, Financial Management and Risk Management. Management Skills is face-to-face and the others may be offered face to face at the same time, separately or via webinar. You may have completed one or more of these ALQP sessions previously, in which case you do not have to repeat them.

16. Complete the relevant reading, training, activities and reflection exercises for each of the six modules and make notes in your Passport and / or provide requested information. A number of activities require that material is “attached” to the Passport – it’s probably easiest to file this material in a ring-binder with dividers for each module.

17. Complete ‘Provide Basic Emergency Life Support’ HLTAID002 theory, which can be done online. If you are likely to relieve for Unit Leaders regularly it is advisable to also complete the practical (CPR) assessment element of this training. If you hold or wish to gain Outdoor Module/s, you need a current ‘Provide First Aid’ (HLTAID003) qualification.

18. Get each module activity signed-off. Each activity in the Passport is accompanied by description of who should sign it off and what evidence is required.

Where qualified Leader is specified, this means a currently appointed Unit Leader, Assistant Unit Leader or Outdoors Leader holding a Leadership Qualification under AALP or ALQP.

Where qualified Unit Leader is specified, this means only a qualified Unit Leader can sign.

Some activities must be signed-off by either your Learning Partner or your Manager and these are clearly marked.

Any District Manager, Assistant District Manager, Region Manager or Assistant Region Manager signing the District Management Qualification Passport must have a Management Qualification under AALP or ALQP.

Your Region Manager must oversee the process and therefore cannot sign as the Learning Partner or qualified Leader / Manager. She can sign as Region Manager only.

19. Make or renew your Girl Guide Promise as an adult.

20. Once you have completed all reading and activities for a module, answer the reflection questions and discuss with your Learning Partner.

21. If you have no previous experience of Guiding participate in the GGA Guiding Orientation webinar and ideally arrange to attend the Leadership Qualification training course, although this course is not compulsory. You might also consider other ways of familiarising yourself with the Australian Guide Program (AGP), for example visiting Unit meetings and attending other activities.

Qualification as a District Manager or Assistant District Manager (Section 7)

22. Once the Passport is fully completed, meet with your Learning Partner and ask her to sign the Qualification & Appointment form.

23. Meet with your Region Manager so she can finalise your Passport and complete the Qualification & Appointment form. At this meeting set a date for your Interim Review with your Manager.

24. Your Region Manager will present your Management Qualification certificate at an appropriate event.


Section 4: Induction (District Management Roles)

The aim of the Induction phase is to ensure you:

Are clear about the process to get qualified

Have basic information about the District you will be working with

Understand your role and responsibilities as a Girl Guide Manager

Meet the State Girl Guide Organisation requirements, including complying with relevant legislation.

Meeting/s with Region Manager – Appointment Administration RM Signature

Complete the membership forms, including providing references / referees if new to Guiding.

Complete Police Check / Working with Children forms.

Meet GGA and relevant legal requirements for working with children in your State / Territory.

Discuss the importance of complying with GGA policies and Guide Lines. Guide Lines is available at http://www.girlguides.org.au/leaders-and-volunteers/Resources/guide-lines.html.

Discuss the Code of Conduct and subsequently sign the paper form or complete it online.

Meeting/s with Region Manager – Role and Responsibilities RM Signature

Discuss the District Manager Position Description, see Guide Lines.

If District Manager, discuss scope for possible Assistant District Managers and how to utilise Resource Leaders, Olave Program members, the Trefoil Guild etc. in District in order to meet the responsibilities outlined in Position Description.

Agree the elements of the role which you will focus on and if you are the District Manager any which will be the responsibility of the Assistant District Manager/s. Annotate the Position Description to show the agreed changes. Discuss your other commitments and any constraints that might affect the performance of your Manager role and ways of achieving a reasonable balance between commitments.

If you are already a Leader, discuss your plans to find a replacement for your leadership role.

Confirm the process for changing signatories on District and Unit bank accounts.

Discuss the make-up of the District and any important and / or urgent matters. Discuss any actions outstanding from previous District Meetings. Clarify whether it is appropriate to meet with the previous District Manager.

Discuss responsibilities for risk management including relevant forms and procedures.

Discuss the State’s Conflict Resolution / Grievance / Dispute Resolution Policy, process and your responsibilities.

Discuss Region and State reporting lines, meeting structure, State operational plan and any current issues.

Meeting/s with Region Manager – Management Qualification RM Signature

Discuss a practical way for your Region Manager or her nominee to sign-off the relevant activities.

Identify a forthcoming Region meeting to complete relevant activities in the module, Leading Guiding.

Confirm the dates of the next District meetings and arrange to complete the relevant activities.

Obtain the State / Region events calendar to enable completion of the activities in the Leading Guiding and Building for the Future modules.

Record here the date all elements of the Induction were completed, scan / copy this page and signed Code of Conduct, and send to your Region Manager, who will then forward to your State Office.

Date

LD 09 (Feb 2014) – REGION MANAGER TO COPY/SCAN THIS PAGE AND SIGNED CODE OF CONDUCT AND SEND TO STATE OFFICE

NAME (IN FULL): MEMBER NO:

http://www.girlguides.org.au/leaders-and-volunteers/Resources/guide-lines.html


Office Use Only Records Updated by State Office:

Induction (continued) This page does not need to be sent to State Office.

Local Induction Own Signature

Meet with qualified Unit Leader/s to visit the meeting place/s. Obtain keys and discuss any issue/s related to the properties.

Meet with Unit leadership teams and District Support Group/s.

Discuss ways parents are involved with a view to forming or progressing the District Support Group / Management Team.

Make contact with any Region team members, for example, Learning & Development, Program, Outdoor Activities and Olave Program Members and the Trefoil Guild. (This contact could be via Skype, email or phone.)

Resources Own Signature

Obtain the Leader’s Handbook.

Purchase and wear the Girl Guides Australia uniform.

Access Guide Lines, SGGO structure chart and appropriate forms from your State Girl Guide Organisation (SGGO) website.

Meeting with Learning Partner LP Signature

Review Guiding experience and any professional skills or qualifications which may provide exemption from some aspects of the training or required activities. Your LP will record the exemptions in the relevant boxes in each of the Modules and you can write “RPL” in the Learning Plan and Record in Section 5.

Discuss and agree Learning Plan and target date to achieve the Management Qualification. Identify any obstacles and inform Region Manager if necessary.

Ensure access to required resources, as listed under each Module.

Discuss how to access the State database and the relevant support person.

Identify any upcoming opportunities to make or renew your Girl Guide Promise as a Manager.

Discuss where you might get support and record contact details in Section 2.

Meeting with previous District Manager (if possible) Own Signature

Discuss current status and any issues related to property, finances, insurance, membership etc.

Obtain previous and current files and / or be shown where files are located.

Discuss any upcoming events.

Obtain the District Scrapbook / photo albums / log book and minute books.

Discuss how the previous District Manager can continue to add value to the District.

Obtain the equipment inventory and locate the relevant and itemised equipment.


Section 5: Learning Plan and Record The Learning Plan sets out in summary form what you need to do to become qualified and is used to tick when you have completed reading, training, activities and reflections. This Plan and Record will provide a quick oversight as to where you are up to in achieving your Management Qualification, and also provide an easy reference at your catch-up meetings with your Learning Partner. Please bear in mind this is not the “official” record – you still need to have the nominated person sign and date the module boxes.

To use the Learning Plan and Record effectively:

1. Once you have completed the Recognition of Prior Learning process with your Learning Partner write “RPL” in the relevant boxes below. Your Learning Partner will sign the relevant module boxes.

2. If you have been involved in Guiding previously, think about all you have done over the last three years – are there any activities you have already completed which you can get signed-off by the appropriate person? You might want to make a note in the appropriate boxes below. You can tick these boxes once the module activities have been completed.

3. The shaded boxes are ones where activities need to be planned ahead, e.g. attending meetings or ceremonies or meeting with people. If you know now the dates of events you could use, write them in the boxes. You can tick these boxes once the module activities have been completed. Also bear in mind that two of the activities in the Managing Administration module require three months to complete.

4. You will be required to attend training for some of the modules – these boxes are also shaded. Write in the relevant dates of the scheduled training in the boxes below. You can tick these boxes once the training activities have been completed.

5. Now think about your target date for completing the District Management Qualification and write it in the box below.

Dates to catch up with Learning Partner

Date to renew or make the Girl Guide Promise

Date scheduled Event / meeting

Target Date to complete Qualification

Liaise with the Region Manager to set this date in advance, so that it does not cause a

blockage to the completion of the Qualification.


Learning Plan and Record (continued)

6.1 Leading Guiding Reading

Region or State training course / workshop /event

MQ training – Leading Guiding

Activity 1: Attend 2 District events

Activity 2: Give a short talk at Support Group meeting

Activity 3: Review the State Office “who’s who”

Activity 4: Attend a Region meeting

Activity 5: Obtain information from SGGO website

Activity 6: Chair two District meetings

Activity 7: Discuss parent involvement with ULs

Reflection

6.2 Leading your Team

Reading Two Management Skills Learning Topics

MQ training – Leading Your Team

Activity 1: Contact 2 ULs Activity 2: Incorporate Promise and Law into meeting

Activity 3: Contact 6 parents

Activity 4: Recognise Leaders

Activity 5: Contact 2 DMs Activity 6: Begin your Learning Log

Reflection

6.3 Minimising Operational Risk

Reading MQ training – Minimising Operational Risk

HLTAID002 theory Activity 1: Review Risk Management plans

Activity 2: Agenda Social Media Policy for meeting

Activity 3: Review accident / incident notifications

Reflection

6.4 Managing Administration

Reading MQ training – Managing Administration

MQ training – Property Management

MQ training – Financial Management

Activity 1: Access SGGO database

Activity 2: Establish filing system

Activity 3: Review forms / online processes

Activity 4: Process correspondence and forms for 3 months

Activity 5: Process finances for 3 months

Activity 6: Discuss accounting requirements with Treasurer

Activity 7: Review budget vs expenditure

Activity 8: Identify property issues

Reflection

6.5 Building for the Future

Reading MQ training – Building for the Future

Activity 1: Undertake one promotional activity

Activity 2: Represent Guiding at community event

Activity 3: Compile 12 month event calendar

Activity 4: Discuss potential leadership opportunities

Activity 5: Identify membership trends

Reflection

6.6 Being Involved with Guide Units (for those who have not held a Leadership or Region Management appointment)

Reading Guiding Orientation webinar

MQ training – Being Involved with Guide Units

Activity 1: Access WAGGGS website

Activity 2: Participate in two different ceremonies

Activity 3: Attend a Promise ceremony

Activity 4: Attend badge or award presentation

Activity 5: Discuss girl developmental stages at a District meeting

Activity 6: Make at least two Unit visits

Reflection


Section 6: District Management Qualification Modules There are six modules to achieve the District Management Qualification. Any existing Leader or Region Manager only needs to complete the first five modules. Although the module titles are the same for District Managers and Region Managers, the activities vary. This Passport sets out the activities for District Management Qualification. Each module description includes the aim of the module and the necessary reading, training, activities and reflection exercises to complete. Ideally, reading should be completed first to give the background information for the training and activities.

6.1 Leading Guiding

This aim of this module is for you to learn about the people involved in your Guiding District, Region and State and how they work together to provide great Guiding for girls.

Reading to complete Date

completed

Read District and Region meeting minutes for last 6 months

Girl Guide training / meeting / event to complete

Attend any Region or State training course / meeting / update / workshop or event. (The purpose of this activity is to extend your networks.)

Date completed

Management Qualification Training: Leading Guiding Trainer’s Stamp

or Signature

Activities to complete Signature & date

1. Attend two District events in capacity as District Manager. Ask a qualified Leader who was present to sign your Passport.

District event and date:

Qualified Leader

2. If there is a Support Group in your District, do a short talk at the next meeting on your background and what you plan to do over the next six months for the District. Ask the Support Group President / Chairperson to sign your Passport. If there is no Support Group or a meeting is not scheduled for some time, invite parents to a talk before the close of a Unit meeting.

Date of Support Group Meeting:

Support Group President or

Qualified Leader

3. Review the “Who’s who” for your State Office. Ideally make contact with one member of staff e.g. reception, shop, marketing, newsletter, database etc.

Record who you spoke to and the date in your Passport.

Person spoke to and date: Own signature

The purpose of this activity is to be active in the District, supporting Units as District Manager. The DM should spread her visits across the District.

The purpose of this activity is to determine the staff members

supporting you in your role of District Manager.


Leading Guiding: Activities to complete Signature

& date

4. Attend a Region meeting and present your District report. Take notes and report information and suggestions back to your District. Ask your Region Manager or Learning Partner to sign your Passport after you have reported back to your District.

Date of Region Meeting: Date of District Meeting when reported back:

Learning Partner or Qualified Region

Manager

5. Access your SGGO website to find information about State activities and initiatives. Discuss with a qualified District / Region Manager or your own Region Manager and ask her to sign your Passport.

Main points from discussion:

Qualified District or

Region Manager

6. Chair two District meetings including preparing agenda, circulating minutes, creating summary of actions and reporting on actions. Keep these documents as a record and file appropriately. Attach minutes to your Passport. Ask a qualified Leader who was present to sign your Passport.

Dates of meetings: Attach minutes and / or action points.

Qualified Leader/s

7. Discuss with Unit Leaders ways parents can be involved with a view to forming or progressing a District Support Group.

Ask the qualified Unit Leader/s to sign your Passport.

Key points from discussion: Qualified Unit

Leader/s

Reflection on learning Signature & date

Think about who you will use for support and advice in your role as a District Manager. Identify who will be in your Guiding network, being careful to have a range of people, not just relying on those you already know well. Due to the personal and private nature of this reflection, it does not need to be discussed with your Learning Partner, although if you wish you can make notes below. Sign and date your Passport when you have completed this reflection exercise.

Own signature

The purpose of this activity is to encourage the DM to look at current activities in her District as an opportunity for implementation of State goals.


6.2 Leading your Team

The aim of this module is to ensure you have the skills, knowledge and confidence to build, lead and manage an effective team. Your team is made up of both your Leaders and the other parents and volunteers who support you.

Reading to complete Date completed

ALQP Passport Guidance Notes

Relevant membership and other records for Leaders

Girl Guide training to complete Date completed Signature

Discuss the Management Skills Learning Topics with your Learning Partner. Choose two Management Skills Learning Topics of the most benefit to you and access some of the resources and/or complete some of the activities.

Learning Partner

Management Qualification training – Leading Volunteers Trainer’s stamp

or signature

Activities to complete Signature

& date

1. Speak with two Unit Leaders in your District, ideally face to face, and explore their motivations, needs, recent training, support required etc. Discuss with your Region Manager and ask her to sign your Passport.

Leaders spoken to:

Qualified Region

Manager

2. Incorporate the Promise and Law into a District meeting. Ask a qualified Leader who was present to sign your Passport.

Date of District Meeting:

Qualified Leader

3. Make contact with six parents, ideally face to face, and explore both the value they place on Guiding and ways they could assist with Guiding. Discuss with a qualified Leader or Manager and ask her to sign your Passport.

Opportunities to involve parents: Qualified Leader or Manager


Leading your Team: Activities to complete Signature

& date

4. Record three examples of ways you have encouraged, complimented and / or recognised Leaders in your District.

Examples:

Own signature

5. Make contact with two District Managers and discuss their “hints and tips” on building an engaged team of Leaders. Ask one of them to sign your Passport but if distance prevents this, ask your Learning Partner to sign-off.

Key points from discussion with other District Managers: Qualified District

Manager/s or Learning

Partner

6. Begin your own Learning Log (available at

http://www.girlguides.org.au/leaders-and-volunteers/australian-learning-qualification-program/continuing-

learning.html). At a meeting encourage your Leaders to talk about how they are using their Learning Logs.

Attach Learning Log. Date of meeting:

Own signature

Reflection on learning followed by discussion with Learning Partner Signature

& date

Consider your leadership style and your confidence and competence in leading a team of adults. What are your strengths and what are the areas you will need to develop further?

Think about your wider team, for example, members of the District Support Group, other parents, supporters, Trefoil Guild etc. How could they help with the District, for example, fundraising, PR, meeting place maintenance, camps, finances etc.

Think about what the Promise and Law means to you as a Guide Manager and discuss with your Learning Partner. Record the date you made or renewed the Girl Guide Promise.

http://www.girlguides.org.au/leaders-and-volunteers/australian-learning-qualification-program/continuing-learning.html






6.3 Minimising Operational Risk

The aim of this module is for you to understand what is meant by having a “duty of care” and to develop the skills and knowledge to ensure you, the Leaders and the Guides are safe from all kinds of harm.

Reading to complete Date completed

Guide Lines – familiarise yourself with the layout and content, and read in detail: Section 2 (Finance, Internet & Social Media, Media response); Section 5 Camping Rules; Section 6 Adventure Activities

Risk Management Policy and relevant State Girl Guide Organisation policies and procedures

Girl Guide training to complete Date completed or exempt

Signature

Management Qualification training – Minimising Operational Risk Trainer’s stamp

or signature

External training to complete Provide a copy of the “Statement of Completion” and forward to

State Office ‘Provide Basic Emergency Life Support’ HLTAID002 (theory only)


& date

1. Review the risk management plan and activity forms for an event or activity a Unit is conducting. Discuss with your Learning Partner and ask her to sign your Passport.

Unit event or activity: Key points from discussion with Learning Partner:

Learning Partner

2. Read the Social Media policy and review how social media is being used in your District. Agenda for a future District Meeting and note any potential risks in your Passport. Discuss with your Learning Partner and ask her to sign your Passport.

Date of meeting: Potential risks:

Key points from discussion with Learning Partner:

Learning Partner


Minimising Operational Risk: Activities to complete Signature

& date

3. Review any District accident or incident notifications (ADM 24A Notification of Accident or ADM 24B Notification of Incident) over the last 12 months. Consider if anything can be done to reduce risk further. Discuss with your Learning Partner or Region Manager and ask her to sign your Passport.

Attach District accident or incident notifications.

Key points from discussion with Learning Partner:

Qualified Region

Manager or Learning Partner


& date

Consider how confident you are to manage operational risk in your District. After you have discussed with your Learning Partner, if you still have concerns, record them here and speak to your Region Manager.


6.4 Managing Administration

The aim of this module is to give you the skills and knowledge to manage the information, finances and property of the District according to Girl Guides Australia and State Girl Guide Organisation requirements.


completed

State Girl Guide Organisation administration manual and / or documentation on property, finances, forms and procedures

Girl Guide training to complete Date completed

or exempt Signature

Management Qualification training – Managing Administration Trainer’s stamp

or signature

Management Qualification training – Managing Administration Property Trainer’s stamp

or signature

Management Qualification training – Managing Administration Finance Trainer’s stamp

or signature


& date

1. Access your State database and extract a standard report on the Managers and Leaders in your District. If you have any problems with the reporting functionality speak to the relevant State Office contact person.

Attach report. Own signature

2. Establish a paper or electronic filing system if needed. Discuss with at least two other District Managers systems that work well for them.

District Managers contacted: Key points from discussion:

Own signature

3. With the help of an experienced and qualified Unit Leader or your Learning Partner, familiarise yourself with key forms and online processes.

Membership and Appointment

Camp, Adventure Activity, Risk Management and Report

Property

Finance Ask your Learning Partner or Qualified Unit Leader to sign your Passport.

Forms / online processes reviewed:

Qualified Unit Leader or Learning

Partner


Managing Administration: Activities to complete Signature

& date

4. Over three months process all relevant forms and take action on relevant correspondence.

Note forms used and main types of correspondence: Own signature

5. Over three months carry out your financial responsibilities in accordance with SGGO policies. As part of this, ensure that signatories have been changed on all relevant accounts. Ask your Region Manager to sign your Passport.

Note any issues encountered: Qualified Region

Manager

6. Discuss with the State Treasurer (or another appropriate person eg Region Treasurer), the policy and practice for ongoing financial management as well as the requirements for the annual review / audit of accounts. Ask the person with whom you had the discussion to sign your Passport. If this is not practical, you can sign it yourself.

Note any action you need to take: Treasurer / Own

Signature

7. Review the current District budget against expenditure year to date. If there is no budget, consider the expected expenses and prepare an annual budget.

Attach the District’s annual budget. Own signature


Managing Administration: Activities to complete Signature

& date

8. Familiarise yourself with relevant property issues, for example, insurance, rent, maintenance etc. Create or continue the previous property file. Note any issues or concerns in the Passport and follow-up. Update your Region Manager and ask her to sign your Passport.

Note property concerns or issues: Qualified Region

Manager


& date

Often managing property and finance issues is a new skill for District Managers. Please record here if you think there are any gaps in your knowledge (after completing the reading, training and activities above). Discuss with your Learning Partner how you might address these learning needs.


6.5 Building for the Future

The aim of this module is to begin to develop the skills needed to grow Guiding in your District. This module is only an introduction to what you need to do to build for the future, as the immediate focus is to ensure the ‘basics’ are operating well in your District.


completed

Access relevant Council websites and identify other local youth organisations

Girl Guide training to complete

Management Qualification training – Building for the Future Trainer’s stamp

or signature


& date

1. Undertake one promotional activity (either aimed at girls or adults or both) to inform them about Guiding. Keep fliers / notes / photos of what you did. Evaluate with your Region Manager the effectiveness of the activity. Ask her to sign your Passport.

Promotional activity: Attach fliers / notes / photos.

Qualified Region

Manager

2. Represent Guiding at a community activity or ceremony. Keep programs / photos / records of the event and your role. Record the date and nature of the activity or ceremony in your Passport. (If there is no community event planned in the next six months, discuss and propose an alternative activity with your Learning Partner.)

Community activity or ceremony:

Own signature

As this activity is about Guiding engaging with the community, it is expected that the DM will participate in the activity or

ceremony. She may have been invited to participate in a formal ceremony or she may be participating with Guides and Leaders

in an activity e.g. a fundraising stall or a service activity.

The activities in the Building for the Future module are mostly signed off by your Region Manager following discussion. This might be face to face, via

phone or Skype. If the discussion is not face to face, they can be physically signed off at the final review meeting with your Region Manager.


Building for the Future: Activities to complete Signature

& date

3. Review WAGGGS, National, State, Region and local events / promotional / recruitment activities, in order to create a 12 month event calendar (next calendar year) for your District. If a plan already exists, consider if anything could be improved. At a District meeting, facilitate a discussion on the plan.

Attach event calendar. Date of District meeting when calendar discussed:

Own Signature

4. Discuss involvement and potential leadership opportunities with Junior Leaders, parents, Unit Helpers and other adults. Record key points in your Passport. Discuss with your Region Manager and ask her to sign your Passport.

Key points from discussion with Region Manager:

Qualified Region

Manager

5. Discuss membership trends with your Region Manager, including whether Units will need to open, amalgamate or close in the next 12 months. Discuss how to manage waiting lists. Record key points in your Passport. Ask your Region Manager to sign your Passport.

Key points from discussion with Region Manager:

Qualified Region

Manager

Reflection on learning followed by discussion with Region Manager Signature

& date

What do you think are the biggest challenges facing your District? Discuss with your Region Manager how you might address them and ask her to sign your Passport.


6.6 Being Involved with Guide Units

The aim of this module is to assist District Managers who have not previously held Leadership positions to become familiar with the Australian Guide Program (AGP) and the ways the Unit leadership teams deliver the Australian Guide Program to the Guides.


completed

Leader’s Handbook

Girl Guide training to complete if new to Guiding Date Signature

Guiding Orientation webinar Learning Partner

Management Qualification training – Being Involved with Guide Units Trainer’s stamp

or signature Ideally arrange to attend the Leadership Qualification training course, although this course is not compulsory to achieve the Management Qualification. You might also consider other ways of familiarising yourself with the Australian Guide Program (AGP), for example visiting Unit meetings and attending other activities. Discuss options with your Learning Partner.

Date Scheduled


& date

1. Access the WAGGGS website and learn about current WAGGGS global actions and campaigns. See which ones are already included in your District events calendar.

Current WAGGGS campaigns: Key points:

Own signature

2. Participate in two different ceremonies, e.g. opening, closing, Promise, Award, or flag. Record type and dates of ceremonies in your Passport and ask a qualified Leader who was present at these ceremonies to sign your Passport.

Ceremony, Unit and date: Ceremony, Unit and date:

Qualified Leader/s

3. Attend a Promise ceremony and use the opportunity to talk to parents about Guiding and opportunities for their involvement. Record the date / Unit in your Passport, and ask one of the qualified Leaders present to sign your Passport.

Unit and date of ceremony:

Qualified Leader

The purpose of this activity is to ensure the DM includes the ‘bigger picture’ in her District’s

agenda, alerting Leaders to the campaigns and activities of the SGGO, GGA, AP, & WAGGGS.


Being Involved with Guide Units: Activities to complete Signature

& date

4. Take part in a Unit presentation connected with any part of the Girl Recognition System and use the opportunity to have a follow-up discussion with the Unit Leader on which parts of the recognition system are most popular with the Guides. Record the main points in your Passport and ask her to sign your Passport.

Unit and date of presentation: Key points from discussion:

Qualified Unit Leader

5. Facilitate a discussion at the District meeting on ways of ensuring Unit meetings / activities are appropriate for the developmental stages of the girls. Record key points from discussion in your Passport. Ask a qualified Leader who was present to sign your Passport.

Date of District Meeting: Key points from discussion:

Qualified Leader

6. Make at least two Unit visits (ideally to different Units) and note the Elements and Fundamentals included in the Program. Discuss your findings /reflections with your Learning Partner and ask her to sign your Passport.

Unit 1 - Date of visit and Elements and Fundamentals included: Unit 2 - Date of visit and Elements and Fundamentals included:

Learning Partner


& date

Having completed the above activities, how well do you think the Australian Guide Program is being delivered in the Units in your District? What are the opportunities to improve delivery of the Program? If you have a Region Program Adviser, involve her in your reflection activity.


Section 7: Finalising your District Management Qualification

Meet with your Learning Partner to confirm the Passport has been fully completed and ask her to sign the Qualification and Appointment form. Then meet with your Region Manager who will confirm your appointment as a qualified District Manager or Assistant District Manager, sign the form and forward it to the State Office.

Next steps – Assistant District Manager

If your appointment is as an Assistant District Manager, your role is to assist your District Manager in managing the District. You might specialise in providing support for particular admin tasks, e.g. finance or PR, or you might focus on supporting specific Units in the District. As you have achieved the full Management Qualification, you do not need to do any further learning to be appointed as a District Manager if this is a role you want to take on in the future.

Next steps – District Manager If you have qualified as a District Manager your role is to manage your District and inspire your Leaders. You are accountable for all relevant legal, regulatory, financial and administrative policies and procedures. Now you are qualified you will be ready to take the next steps in planning ahead for your District. This process involves assessing the strengths of your District and identifying the opportunities to improve the way things are done. Check with your State Office if they have a process for identifying opportunities for improvement. It is important to set goals for your District, e.g. for membership growth and retention of Guides and adults, Program, Girl Recognition System etc. but this must be done with the full involvement of your leadership team. As you gain more confidence in your role, you will also feel more comfortable in representing Guiding in the community and undertaking promotional activities on a regular basis. Your Region Manager will be interested in your plans for the future of your District. Together you will look at them as part of the Interim Review meeting.

Interim Review In six months’ time you will have an Interim Review with your Region Manager. At this meeting you will:

have an opportunity to discuss how you are getting on and to get advice on any areas which are challenging

discuss your goals and plans for the District

discuss the learning options available to you and note any learning you wish to undertake.

On-going Learning It is your responsibility to keep your skills and knowledge as a Manager up to date. This process includes attending Region meetings, workshops, training courses or online webinars as well as reading Guiding publications, surfing the web for Guide resources and learning from other Guide Leaders and Managers. For many Managers, the next step after qualification is to access learning on marketing and membership growth and retention. It is a requirement that there is a first aider present at Unit meetings. If you are relieving the Leaders at Unit meetings, you may need to complete the practical (CPR) element of the ‘Provide Basic Emergency Life Support’ HLTAID002 qualification. If you hold an Outdoor Module/s you will need to hold a current ‘Provide First Aid’ (HLTAID003) qualification.

Any learning you undertake which benefits Guiding must be briefly recorded. An example of a form or Learning Log you can use for this recording can be downloaded from http://www.girlguides.org.au/leaders-and-volunteers/australian-learning-qualification-program/continuing-learning.html or you could design your own record.

Congratulations on completing the District Management Qualification!




District Management Qualification and Appointment Form This form is for notifying State Office of the completion of the District Management Qualification and the appointment as District Manager or Assistant District Manager.

PERSONAL DETAILS Preferred Title: Given Names: Surname:

Previous surname (if ever appointed under that name):

Address:

State: Postcode:

Email:

Phone (BH): ( ) Mobile: ( )

Phone (AH): ( ) Fax: ( )

Date of Birth: Membership No: Expiry: / / 20

APPOINTMENT DETAILS

Position: Assistant District Manager / District Manager

District:

Appointed from ____________________________________________

CONFIRMATION

I have completed the District Management Qualification and all requirements for this position. I agree to fulfil the role in line with the agreed Position Description and Code of Conduct.

Signature: Date:

As the Learning Partner, I am satisfied that all aspects of the ALQP District Management Qualification, including the Minimising Operational Risk module, have been completed.

Name: Member No: Signature: Date:

As the Region Manager, I confirm all requirements for the above position have been met. The Interim Review is scheduled for: mm / yy

Name: Member No: Signature: Date:

FOR OFFICE USE ONLY

Date records updated: Updated by:

District MQ Certificate, badge, letter sent date:

Sent to:

QUALIFICATION ACHIEVED

DISTRICT MANAGEMENT QUALIFICATION

ATTACHED DOCUMENTS (Please attach or if already sent, note the date sent)

Copy of Passport Induction Section 4 (LD14)

Signed Code of Conduct

Copy of First Aid Certificate

LD 04c (Feb 2015) – REGION MANAGER TO COPY / SCAN AND SEND TO STATE OFFICE ONCE COMPLETE.

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